AI Personal Admin Inbox Assistant

Who it's for

Anyone who loses important emails, tasks, and deadlines: freelancers, founders, households, parents, students, travelers, and busy professionals. It is designed for everyday responsibilities, not one narrow industry.

What it does

This workflow watches a Gmail Admin label, redacts sensitive details before AI, checks Sheets and/or Airtable for duplicates, uses OpenAI to classify and extract structured admin tasks, skips newsletters/non-admin emails and failed extractions cleanly, sends Slack and/or Microsoft Teams alerts for urgent, due-soon, or review-needed items, and logs every valid admin task into a searchable task memory.

Defaults (same as Gumroad listing)

• TASK_LOG = sheets (options: sheets | airtable | both)
• NOTIFY_CHANNELS = slack (options: slack | teams | both | none)
• Gmail query: label:Admin newer_than:7d
• Urgent due window: 3 days
• Duplicate window: 30 days
• Alert review items: true
• Redact before AI: true

Urgent, high-priority, due-soon, or low-confidence admin items trigger chat alerts. Standard admin tasks are logged without notification noise.

How it works

1. Admin Email Trigger watches an Admin label or Gmail query
2. Set Inbox Configuration sets destinations, notification channels, IDs, thresholds, and redaction
3. Redact Email Content extracts sender, subject, body text, message ID, admin hash, and redacted AI text
4. Sheets and/or Airtable task memory lookup loads recent records for duplicate detection
5. Detect Email Duplication skips already-logged admin items
6. AI Classify Email extracts task fields from redacted email text
7. Examine Email Extraction decides standard / priority / due-soon / review routing, or returns non-admin/extraction-failed skips
8. Format Alert Message posts urgent/review-needed items to Slack and/or Teams based on NOTIFY_CHANNELS
9. Create Task Log Entry writes valid admin tasks to Sheets and/or Airtable based on TASK_LOG

Setup steps

1. Import the workflow JSON into n8n
2. Add a Gmail label such as Admin and connect Gmail OAuth2
3. Choose log destination: Google Sheets, Airtable, or both (TASK_LOG)
4. Create the Sheets Admin Tasks tab and/or Airtable Admin Tasks table using the sample field files
5. Choose notification destination: Slack, Teams, both, or none (NOTIFY_CHANNELS)
6. Edit Set Inbox Configuration with your IDs, channels, thresholds, and redaction choice
7. Connect credentials only for destinations you enabled (Gmail, OpenAI, Google Sheets, Airtable, Slack)
8. Label a test admin email, verify extraction/logging/alerts, then activate

Requirements (optional form fields - add one line each)

n8n Cloud or self-hosted n8n instance Gmail account with an Admin label or admin-focused search query OpenAI API key configured in n8n Google Sheets OAuth2 and/or Airtable Personal Access Token (based on TASK_LOG) Slack OAuth2 and/or Microsoft Teams incoming webhook (based on NOTIFY_CHANNELS)

Customization (optional form fields - add one line each)

Set TASK_LOG to sheets, airtable, or both Set NOTIFY_CHANNELS to slack, teams, both, or none Change URGENT_DUE_DAYS and DUPLICATE_WINDOW_DAYS in Set Inbox Configuration Tune the AI prompt for your preferred categories and task style Adjust the Gmail Admin label/search query to match your mailbox Turn REDACT_BEFORE_AI on or off depending on your privacy preferences

Additional info (optional - paste as one block)

This template is positioned as a general-purpose personal admin assistant. It avoids health-specific claims and does not provide legal, financial, or medical advice. It summarizes next admin actions and keeps a searchable task memory from everyday email.